Secretary at Ministry of Health Social Welfare Elderly and Children Zanzibar

Job Position Secretary at Ministry of Health Social Welfare Elderly and Children Zanzibar

The Government of the United Republic of Tanzania obtained a loan from BADEA, Kuwait Fund and Saudi Fund for Rehabilitation and Expansion of Mnazi Mmoja Hospital Project – Zanzibar. The Ministry of Health Social Welfare Elderly and Children Zanzibar representing the Government of the United Republic of Tanzania intends to apply parts of this loan to finance the management of the Project through the establishment of the Project Implementation Unit (PIU) for rehabilitation and expansion of Mnazi Mmoja Hospital in Zanzibar. The duration of the implementation phase is three years and Operation & Management phase is one year, the project is expected to be completed by the end of 2024. The following staff will be recruited in order to facilitate the Project.

SECRETARY-ONE POST

Main Tasks and Responsibilities

• Front desk management both for visitors and handling telephone communications.
• Prepare and manage correspondence, reports and documents.
• Maintain updated address and phone lists of Government officials and stake holders.
• Organize and coordinate program meetings, meetings for visiting missions/delegations, conference and travel arrangements.
• Implement and maintain office systems.
• Filing and safe keeping of project documentations and database to ensure timely and correct flow of information to all relevant stakeholder
• Maintain a proper record of all incoming and outgoing documents to and from the project which includes management of file, letter and memo scroll, hardcopy and softcopy storage of all documents etc;
• Communicate verbally and in writing to answer inquiries and provide information.
• Coordinate flow of information both internally and externally.
• Filing and safe keeping of project documentations and database to ensure timely and correct flow of information to all relevant stakeholders.

Requirement and Qualifications – 55% marks

• Intermediate degree in Management (Bachelor degree preferred).
• Good command in basic computer skills.

Experience – 40% marks

• At least 5 years of experience in secretarial services.
• Experience in financial management and has worked in donor funded projects or projects financed by KUWAIT FUND, SAUDI FUND and BADEA would be an advantage.

Language 5% marks

• Excellent knowledge of English and Swahili languages.

Working conditions

• The Secretary will be stationed at the premises of the MOH/MMH /KCH Period of Performance and remunerations
• The Secretary will be a full-time position within the Project. He/she will be offered a 4 years contract with six months’ probation period. Remuneration will be monthly.

Reporting

• The Secretary of the PIU will directly report monthly to the Project Manager.

HOW TO APPLY

• All Application letter should be addressed to Principal Secretary Ministry of Health Social Welfare Elderly, Gender and Children and must be submitted by hand at the office Procurement and Disposal Management Unit P.O.BOX 236 ZANZIBAR, Ministry of Health, Social Welfare, Elderly, Gender and Children at 09:00 morning up to 3:30 afternoon not less than the day of 29^th August, 2021 Late Application will no longer be considered, this application is only for Tanzanian citizen.
• A detailed Curriculum Vitae must be provided on how the requirements specified in this document match the capability, experience and knowledge
• The Application must be submitted on one original and one copy and envelop must be marked “Original” and “Copy” as appropriate. If there are any discrepancies between the original and the copy the original governs. The outer envelope shall be labeled with the submission address, reference number and title of the Post
• The Application must be submitted in the English language or Swahili all required information must be provided, responding clearly and concisely to all the points set out.
• The Application document should comprise of the following:
  • Covering Letter;
  • An application letter duly signed on all pages by applicant
• Applications shall be evaluated in accordance with the following criteria:
  • Comply with required qualifications
  • Comply with Experience
  • Comply with Language English and Kiswahili

REVOLUTIONARY GOVERNMENT OF ZANZIBAR
MINISTRY OF HEALTH, SOCIAL WELFARE, ELDER, GENDER AND CHILDREN
P.O.BOX 236
MNAZIMMOJA-ZANZIBAR
Email: info@mohz.com
Tel +255-21-2233454
Fax: +255-24-2231987